Data Overview - Charter SELPA · 11/22/2019 · Certification Details – LEA user interface and will be moved under Additional Supporting Reports. The certification validations

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Data Overview

SPED Discrepancy Reports in CALPADS

From CALPADS, (click here for full details) it is possible to run a SPED Discrepancy Report which will compare demographic data (race/ethnicity; sex/gender; etc.) between SIS data and SEIS data. Currently, if this information does not align, LEAs will receive warnings, but will still be able to submit their data. However, CDE will be looking at this data and will be making changes to future data certification cycles around demographic data as it applies to Disproportionality. SELPA recommends that SEIS DLU, SIS Admins, and CALPADS Admins at the districts begin running this report on a regular basis in order to align their demographic data.

Remember, when planning to correct these (and all other CALPADS) errors, it is important to make sure that the local admins of both SIS and SEIS talk with each other. While CALPADS will use SIS demographic data by default, that does not mean that the SIS data is more correct than that in SEIS. In fact, because of the often more intensive interaction SPED students have with staff, SEIS demographic data (particularly around sex/gender, residence, and things that can be changed without court documents) may be more up-to-date.

CAASPP, TOMS, and Testing Accommodations

Be aware that going forward, any student in need of and requesting testing accommodations must have a current SPED file in CALPADS that shows disabilities and services which align with the requested accommodations. With the iterative nature of CALPADS data, a SPED student’s file will not be current in CALPADS until all “fatal” errors have been resolved in the report upload process between SEIS and CALPADS. This is just one more reason that it is important to run regular reports and reconcile data between SEIS and CALPADS on a very regular basis. We recognize that this first cycle is very time intensive, but if your local data team can build a standing process to run these reports monthly (at an absolute minimum), the work of correcting and uploading the data will become easier and quicker.

Post-Secondary Outcomes

For those LEAs which enroll high school students, remember you will be responsible for providing data around Indicators 14a-c (Post School Outcomes [Higher Ed], Post Secondary Outcomes [Higher Ed or Competitively Employed], and Post School Outcomes [Post

https://documentation.calpads.org/Extracts/SPEDDiscrepancyExtract/

http://www.caaspp.org/administration/toms/



Secondary Ed or Employed], respectively) later this academic year. Apparently, some districts within the state discovered that if they reported nothing in these fields, they would not get flagged for review. CDE is updating their review process and will require high schools to provide data for these three fields. If you have had a historically difficult time obtaining this data in the past, you may want to start reviewing your collection process(es) for this year. Official processes for this are outlined in CALPADS Flash 164 (please see attached)

Service Tracker in SEIS

SEIS provides a function in their system called Service Tracker (available from the dark menu bar at the top of the SEIS home page). This can, and should, be used by all service providers to directly document the quantity of services they provide and attempt to provide to each of their students. This will allow more accurate reporting to the State on service provision and, if used correctly, can help an LEA better substantiate provision of FAPE as defined in a student’s IEP. The attached pdfs from SEIS serve as a good primer on the topic.

CALPADS Update Flash #165

Date: November 22, 2019

To: Local Educational Agency (LEA) Representatives

From: California Department of Education (CDE) — California Longitudinal Pupil Achievement Data System (CALPADS) Team

2019–20 Fall 1 Submission Requirements Modification

The CDE recognizes the hard work of LEA staff to incorporate additional data into the Fall 1 submission, and that doing so requires more collaboration both within and external to the LEA. To enable LEAs to focus on certifying the most critical Fall 1 data, the CDE is making the following adjustments to the 2019–20 Fall 1 submission:

Report 16.5 – Students with Disabilities – Student Services by Primary Disability will be excluded from the set of certification reports that LEAs must approve as part of Fall 1. LEAs, however, are strongly encouraged to continue submitting special education services data on an ongoing basis because this data is required for monitoring and Certification Report 16.5 will be part of the 2019–20 End-of-Year (EOY) 4 submission. For Fall 1, Report 16.5 will be removed from the Certification Details – LEA user interface and will be moved under Additional Supporting Reports.

The certification validations related to the Student Services (SSRV) file, CERT140 (Missing Special Education [SPED] record for a student with a SSRV record) and CERT142 (Missing Special Education Service for Education Plan Type Code 100, 150, or 200), will be relaxed from a Fatal to a Warning.

The CDE continues to encourage LEAs and SELPAs to complete their individual approvals by December 20, 2019, with the understanding they can utilize the Amendment Window through January 24, 2020 to further update data to ensure the accuracy of the Fall 1 data. The CDE, however, will use Fall 1 data that LEAs have approved by the December 20, 2019 certification deadline for the First Principal Apportionment (P1). For LEAs that fail to approve their Fall 1 data by the certification deadline, the CDE will use data from 2018–19 to issue P1. The CDE will continue to use data certified by January 24, 2020, the close of the Amendment Window, for P2 calculations.

November 22, 2019 Page 2 of 2

With the rollout of this new functionality, the CDE understands the need to address the issues that arise as soon as possible, and to provide relief by loosening validations balanced with the need for quality data.

Viewing Fall 1 SPED Certification Errors

LEAs have been working diligently to resolve all Fall 1 errors related to input validation rules (IVRs) and certification validation rules (CVRs) in order to meet the approval and certification deadlines. Currently, only IVRs related to the SPED or SSRV files are sent back through the application programming interface (API) to the special education data system (SEDS) where they are easily visible to special education data coordinators. The special education-related CVR errors, however, are not being returned through the API to the SEDS and so the special education data coordinators are often not aware that these errors exist.

In order to see these errors, special education data coordinators must log on to CALPADS, go to the Certification Status LEA Approval page, and click on the Total Error/Warnings link. A Certification Error Report can also be obtained through the Reports menu and selecting Snapshots. Keep in mind that the Fall 1 Reports role is required to see the Certification Error Report.

CALPADS data coordinators are encouraged to be patient about having special education data coordinators resolve these CVR errors because many of them are still attempting to submit the SPED and SSRV records and resolve the associated IVR errors. Additionally, many of these CVR errors will resolve on their own once all of the SPED and SSRV records are submitted and posted to CALPADS.

We continue to encourage special education data coordinators to focus on the IVRs, and, only when those are resolved, to focus on the remaining fatal CVRs.

CALPADS Know Issues/Resolutions

As of 11.27.2019

CALPADS UPDATE The CALPADS Delete feature is now live. Please note: When deleting Service transactions, there may be

an extended delay. CALAPDS is aware of this and is working on correcting it. The ETA for the fix is 12/3.

CALPADS FIXED ISSUES Please Note: For all fixed issues, the file will need to be resubmitted to have the errors removed. If a

transaction was marked Do Not Report to bypass the error, the transaction would have to be restored

and a new report would have to be generated to have the transaction included in the file.

Error: CERT140 - Missing SPED record for a student with a SSRV record (for Meeting Type 40 (Triennial)

that was submitted with services) – This fatal error was reduced to a Warning

Error: CERT142 – Missing SSRV record for a student with a SPED record. This fatal error was reduced to

a Warning

Errors: SPED0438 - Education Plan Amendment Date Mismatch – Error has been disabled

Error: SPED0005 – Invalid NPS School – Error has been disabled

Error: SSRV0005 – Invalid NPS School – Error has been disabled

Error: SPED0349 - Missing SPED Meeting or Amendment Identifier. For Pending Plan Type 300 students

Error: SPED0437 – Invalid Triennial Evaluation Type - This fatal error was reduced to a Warning

Error: SPED0441 - Missing Education Plan Amendment Date - This fatal error was reduced to a Warning

Error: SPED0443 – Invalid SELPA for Reporting LEA

Error: SSRV0446 – Duplicate service record within file for two distinct meeting dates/types

Error: SSRV0328 – Invalid Special Education Service Provider Code

CALPADS FIXED ISSUES THAT REQUIRE A DELETION OF DATA IN CALPADS SPED0406 - Special Education Initial Entry Start Date does not equal to existing Initial Service Start Date in the ODS For students that are receiving the SPED0406 error, the CALPADS validation is checking the Initial Entry Start Date in that transaction compared to a transaction that has already posted to CALPADS. If the dates are different, the SPED0406 error will occur. The Initial Entry Start date should never be changed. First thing to do is determine where the correction needs to be made. Does the transaction on CALPADS have the correct Initial Entry Start Date?

• If the Initial Entry Start Date is correct in CALPADS, then find that transaction in SEIS, fix the Initial Entry Start Date and resubmit the SPED file along with any additional SPED files for the student as all records must match.

• If the Initial Entry Start Date is incorrect in CALPADS, then the transaction would need to be deleted from CALPADS.

Here are the steps to delete the SPED transaction:

• Log into CALPADS

• Enter the students SSID number into the Student field, under the Quick Search section of the left-hand navigation pane

• Expand the Special Education container

• Click the Open button on the SPED record that needs to be deleted

• Click the Delete button (this step may take a few seconds up to a minute depending on server load at the time of the request)

Once the transaction is deleted in CALPADS, the transaction(s) will need to be corrected in SEIS:

• Go to the CALPADS Transactions page • Locate the student’s transaction by filtering for All Transactions and entering the SEIS ID or SSID

in the filter • Edit the transaction and correct the Initial Entry Start Date • Save the transaction • Repeat this step for any reportable transaction for the student

Once the transaction is corrected, the transaction will need to be resubmitted to CALPADS

• This transaction can be submitted individually by checking the box next to the transaction(s) and clicking the Generate Report button.

SPED0375 - Duplicate SPED records exist for the same student For students that are receiving the SPED0375 error, the CALPADS validation is checking the SSID in that transaction compared to a transaction that has already posted to CALPADS, issue may stem from the retired SSID nightly process which occurs in CALPADS. The steps to correct this error is delete the SPED transaction in CALPADS:

• Log into CALPADS • Enter the students SSID number into the Student field, under the Quick Search section of the

left-hand navigation pane • Expand the Special Education container • Click the Open button on the SPED record that needs to be deleted • Click the Delete button (this step may take a few seconds up to a minute depending on server

load at the time of the request) Once the transaction is deleted in CALPADS, the SSID will need to be verified in SEIS for each transaction:

• Go to the CALPADS Transactions page • Locate the student’s transaction by filtering for All Transactions and entering the SEIS ID or SSID

in the filter • Edit the transaction and verify the SSID • Save the transaction • Repeat this step for any reportable transaction for the student

Once the transaction is corrected, the transaction will need to be resubmitted to CALPADS

• This transaction can be submitted individually by checking the box next to the transaction(s) and clicking the Generate Report button.

CURRENT CALPADS KNOWN ISSUES Error: SPED0424 - Invalid SPED Meeting or Amendment identifier. For Pending Plan Type 300 students

Status: ETA of fix 12/3

Error: Cert137 – Late Triennial (WARNING)

Status: No ETA

Error: SSRV0419 - Student Age must be between 6-21 years for this Special Education Service Code

Status: CALPADS will be updating the age validation from age 22 to 23. This will allow users to submit

data for students through the age 22.ETA of fix 12/10

Error: Cert145 – SPED record missing for student enrolled in Private School

Status: ETA of fix 12/4. CALPADS has made an update that fixed this error for most students. Please

check your certification report to verify if the error has been resolved.

Error: Cert144 - SPED record missing for student enrolled in Private School

Status: ETA of fix 12/4

Error: SSRV0440 - Missing SPED Record for student with SSRV record

Error: SSRV0445 - Mismatch of Student Special Education Meeting or Amendment Identifier

Status: ETA 12/3

OTHER ERRORS

Error: GERR0005 - LEA does not have ownership of student enrollment to make update

Resolution: If you are receiving the GERR005 error, please contact CALPADS on how to fix this error, as

research may be needed per student.

• If a student was not enrolled by your LEA/District this school year (if an SENR enrollment record

was not created/submitted by your SIS to CALPADS) due to the student transferring OUT of your

LEA/district or Exiting SpEd program, these records SHOULD NOT be reported to CALPADS. On

the CALPADS Transactions page, mark these student records as Do Not Report.

• If the student is dual enrolled in separate LEAs, the SPED record must be submitted by the LEA

that holds the primary enrollment record.

Error: SPED0364 - Student Age must be between 2-6 years for this Special Education Program Setting

Code

Resolution: This error is caused by a discrepancy in the students Birth Date from what was submitted to

CALPADS by the SIS vs. what was submitted in the SPED file. Verify the Birth Date listed in CALPADS and

make the correction to the Birth Date in the SIS and/or the SPED record.

Error: SPED0405 - Student Age must be between 5-21 years for this Special Education Program Setting

Code

Resolution: Issue is appearing mainly for Triennial Meeting Types (Code 40) as the CASEMIS software

validated the program setting based on age as of 06/30/2019 while CALPADS is validating program

setting on age as of Meeting Date. Based on the meeting date, if the age was 3-5 at their triennial, error

SPED0405 will appear.

In order to correct this error, on the CALPADS Transactions page (or when correcting an error via the

Wrench on your homepage/dashboard errors list), review the code in field:

14.31b Program Setting (For ages 3-5 only, regardless of grade level) and CHANGE the code in field:

14.31 Program Setting - Reported to CALPADS to reflect the code from the 3-5 age range:

Else, review the student’s historical IEP to determine what Program Setting code had been selected for

the triennial meeting and update field 14.31 Program Setting - Reported to CALPADS to reflect the code

from the 3-5 age range on the CALPADS Transactions page/Wrench Fix Errors page.

ADDITIONAL INFORMATION

For students that were marked Do Not Report for the 6/30 report, a transaction was not created. In

order to create a transaction in the district, the student must be unmarked Do Not Report and the last

IEP must be re-affirmed.

Submitting files to CALPADS and the status in CALPADS is File Failed

When users click on the File they receive this alert: Source file \\\\prd-vm-app-

rs1\\LandingZone\\Inbox\\22300556_CALPADSExtract.csv is empty

• Users are not able to send files via the API when logged into IE and Safari for MAC.

CDS Codes to use for schools that do not have a CDS code.

To avoid the SPED00002 Warning, the CDS code in SEIS must match the CDS code in the SIS.

• NPS: 9999999

• Private Schools: 0000002

o If the Private school does have a CDS code

▪ Enter the real CDS (and receive the warning)

OR

▪ Enter the real CDS code and enter 0000002 as the CDS Conversion (to avoid the

Warning)

• Schools such as Home School or State Preschools: Use the district portion of the CDS code as

the school CDS code. Please Note: The school must be added under the same in district in SEIS

as in the SIS, in order to have the same full CDS code and avoid the Warning.

CDE Webinar on 10/8 - Validation Rule Changes

An ETA was not provided these updates. As updates are made, we will add to the Fixed Issues list.

QUICK TIPS

CALPADS Home page: https://www.cde.ca.gov/ds/sp/cl/

CALPADS Listservs: https://www.cde.ca.gov/ds/sp/cl/listservs.asp

CALPADS System Documentation: https://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

SEIS system updates/informational guidance is constantly uploaded to the Help Center → Training

Materials Please check this page periodically.

https://www.cde.ca.gov/ds/sp/cl/

https://www.cde.ca.gov/ds/sp/cl/

https://www.cde.ca.gov/ds/sp/cl/listservs.asp

https://www.cde.ca.gov/ds/sp/cl/listservs.asp

https://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

https://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

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Administrator ManualService Tracker

Benefits for Admin Users•Quickly and easily document delivery of services and assessments for providers

•Access DNQ/Exited Students for delivering services and assessments for providers

•Run a report of all services and assessments for any provider

•Real Time Data Analysis o As data is entered into SEIS, it will generate up-to-date rosters and reports

•This feature monitors the total amount of minutes provided to the student and can report to districts, whenservices are being over-delivered or under-delivered

•Automated export of data for SEIS Billing customers, for LEA Medi-Cal Reimbursement

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Menu OptionsMake sure your user type is set up correctly. As a District or SELPA level user you will see the below options in the Service Tracker dropdown menu.

Click on Service Tracker from the upper navigation bar

Use the Service Tracker drop down to navigate between Reports, Providers, Exited and DNQ/Not Providing Services

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Provider Selection PageUse the Provider Filter to Select the

Provider.

Filters include Provider Type and

Last Name

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Select Provider

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Provider Dashboard - Deliveries

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Return to Providers navigates you back to the Provider page

Click the Deliveries button

Delivery Summary PageFilters the Results

Name, Service Code,School, Eligibility, and

Frequency

View IEPs List Page

View Student Profile

Deliver Service

Service Information pulls from the Future IEP

Total Delivered calculates the total minutesthat have been delivered vs. the total minutes needed for the IEP year. (based on Start/End dates and frequency/duration)

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Delivered ServicesClicking the Delivery icon will display all deliveries for that Service

Click the Add Service button to add a new delivery

Edit delivery Delete delivery View comments View case notes

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Adding a Delivery

Leave Case Notesas necessary

Click Save to Save your Delivery

Prescription on file: for OT and PT only

Leave comments as necessary

8

Select the student’s Attendance Code

Select up to 10 days

Fill in Plan Type, Delivery, Total

Minutes Provided,and District to Bill

Diagnostic Code andSchool of Attendancewill default to what is

on the IEP

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Bulk Delivery

Start by managing your Groups

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Creating a new Group

Click Add Group to add a new Group

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Select Delivery TypeSelect a Service CodeEnter a Group Name

Click Save to add the new Group

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Group Options

Edit Group Name / Info Manage Students in Group Delete GroupBulk Deliver to Group

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Adding Students to a Group

Check the box next to thestudents to be added to the group, then click the Add to Group button

All students in to the group will display here

The student list is filtered by the Service Code selected for the Group

Click the Return to Bulk Delivery button to return to the Bulk Delivery page

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Bulk Delivering to a Group

Click Bulk Deliver icon to Bulk Deliver to a Group

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Bulk Deliver to Group

Select one delivery date

Leave comments as necessary

Select: PlanType, District of Service,AttendanceCode, and TotalMinutesProvided

Diagnostic Code will default

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Written Prescriptionon File(OT and PT only)

Click Save to Save your Delivery

Editing a Bulk Delivery

The Bulk Delivery Log displays if the delivery was successful or not

To edit an bulk delivery for a specific student, click the Edit icon

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Provider Dashboard - AssessmentsClick the Service Tracker section of the upper navigation bar.

Click the Providers tab.

Choose the Provider on the Provider Selection page.

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Return to Providers navigates you back to the Provider selection page

Select the Assessments button

Assessments

Deliver Assessment

Filter down results by:Name, School, Eligibility

and Service Type

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Adding an Assessment

Click theAdd Assessment

button to add a new Assessment

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Click Save to save the

assessment

Delivery, Diagnostic Code and School will default to what

is on the IEP

Select the Assessment

Date

Leave comments as

necessary

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Select Plan Type, Assessment Type, and District to Bill

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Provider Dashboard Rosters & Reports

Click the Service Tracker section of the upper navigation bar

Click the Providers tab

Choose the Provider on the Provider Selection page

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Return to Providers will navigate you back to the Provider selection page

Click on Rosters or Reportsfor the task you wish to perform

RostersPrinted Rosters pull the information input into the Service Tracking feature and look like this.

Providers sign and date Roster on a monthly basis

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Type of ReportsReports

These are the available reports offered through Service Tracking:

• Deliveries – shows all of the services delivered for the student(s) by a provider.

• Overdelivered – shows any student / service where the total minutes delivered is above the number of minutes written into the IEP.

• Absences – shows all service deliveries that were not delivered due to a student’s absence.

• Unscheduled Time – shows all deliveries marked as unscheduled time.

• Assessments – will pull assessments entered.

• Deliveries with Case Notes – shows all of the services delivered with case notes for student(s) by a provider.

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ReportsReports will pull specific information for the date range selected and student(s) selected.

Select the Type of Report from the drop down. Then enter a Start and End date

Report will default to all students unless specific students are selected

Click the Download Reportbutton to produce report

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Admin Reports(These reports can only be pulled when logged in your District/SELPA level account)


Click on Reports

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Admin Reports

Click the Export Report button to produce the Excel report. The report will contain all deliveries and

assessments entered into Service Tracking. Select the Report TypeSelect a Start Date and End Date

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Contact1.866.468.2891http://beta.seis.org

Provider Level TrainingService Tracking


Quickly and easily document delivery of services

Real time analysis on delivery of services

Service tracker alleviates double entry

Real Time Datao As data is entered into SEIS, it will generate up-to-date registers and reports

The Service Tracking feature allows users to enter the amount of time they delivered each serviceo Because this is done through SEIS, all pertinent information such as services on the IEP, Caseloads, Provider Types,

and Service Frequency / Duration information is already in place.

This feature monitors the total amount of minutes provided to the student and can report to districts, when services arebeing over-delivered or under-delivered

Automated export of data to SEIS Billing for LEA Medi-Cal Reimbursement

Benefits

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This is the User Type that will determine if your provider type is billable to Medi-Cal and the rate at which the delivery of services will be billed at.

If incorrect, contact your district administrators. They will be able to update your User Type.

Is your User Account set up correctly?


Do you have access to all of the students to whom you provide services?

Click the Caseload link in the Students section of the upper navigation bar to verify.

Is Your Caseload Correct?

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Click on Service Tracker from the upper navigation bar

Use the Service Tracker drop down to navigate between Deliveries, Assessments, Rosters and Reports

Menu Options


Delivery Summary Page

Filter your results.

Filters include Name, Service Code, School, Eligibility, and

Frequency

View IEPs List Page

View Student Record

Deliver Service

Total Delivered calculates the total minutes that have been delivered vs. the total minutes needed for the IEP year.

Service Information pulls from the Future IEP

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Clicking the Delivery icon will display all deliveries for that Service

Delivered Services

Click the Add Service button to add a new delivery

Edit delivery Delete delivery View comments View case notes


Adding a DeliverySelect up to 10 days at a

time for delivery

Select the student’s

Attendance Code

Prescription on file only for

OT and PT Services

Leave any comments as

necessary

Fill in Plan Type, Delivery, Total

Minutes Provided,and District to Bill

Diagnostic Code andSchool of Attendance

will default automatically

Leave anyCase Notes

as necessary

Click the Save button to Save your

Delivery

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Bulk Delivery

Start by managing your Groups



Click Add Group to add a new Group

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Enter a Group Name Select a Service Code Select Delivery Type


Group Options

Delete GroupEdit Group Name / Info Bulk Deliver to Group Manage Students in Group Delete Group

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Adding Students to a GroupThe student list is

filtered by the Service Code for the Group

All students in to the group will display here

Click the Return to Bulk Delivery button to return to the Bulk Delivery page

Check the box next to the students to be

added to the group, then click the

Add to Group button


Bulk Delivering to a Group

Click Bulk Deliver icon to Bulk Deliver to a Group

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Bulk Deliver to Group

Select one delivery date

Leave any comments as necessary

Fill in Plan Type, District of Service,

AttendanceCode, and Total

Minutes Provided

WrittenPrescriptionon File (onlyfor OT and

PT services)

Diagnostic Code

informationwill default

automatically


Editing a Bulk Delivery

The Bulk Delivery Log displays all students in the group, and if the delivery was successful or not

To edit an bulk delivery for a specific student, click the Edit icon

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Click the Service Tracker section of the upper navigation bar.

Click the Assessments tab.

Assessment Tracking


Assessments

Deliver Assessment

Filter down results displayed below.

Filters include: Name, School, Eligibility and

Service Type

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Click the Add Assessment button to add a new Assessment


Adding an AssessmentSelect the

Assessment Date

Leave any comments as necessary

Fill in Plan Type, Assessment Type, and

District to Bill

Delivery, Diagnostic Code

and School information will

default automatically

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Click on Roster

Rosters


Pull an Attendance Roster for the selected month and selected student(s)

Print the Roster each month and turn into your district administrator

This will include the information input into the Service Tracking feature

Rosters

Select the month and year. Roster will default to all students

unless specific students are selected

Click the Print button to generate roster

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Printed Rosters pull the information input into the Service Tracking feature and look like this.

Rosters

Sign and date Roster on a monthly basis.


Reports will pull specific information for the date range selected and student(s) selected.

Reports

Select the type of report from the dropdown menu as well as a start and end date

Report will default to all students unless specific students are selected

Click the Download Reportbutton to generate report

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These are the available reports offered through Service Tracking:

• Deliveries – shows all of the services delivered for the student(s) by a provider.

• Overdelivered – shows any student / service where the total minutes delivered is above the number ofminutes written into the IEP.

• Absences – shows all service deliveries that were not delivered due to a student’s absence.

• Unscheduled Time – shows all deliveries marked as unscheduled time.

• Assessments – will pull assessments entered.

• Deliveries with Case Notes – shows all of the services delivered with case notes for student(s) by a provider.

Type of Reports

Documents

Data Overview - Charter SELPA · 11/22/2019 · Certification Details – LEA user interface and will be moved under Additional Supporting Reports. The certification validations